Documentation

Archaeological materials submitted for curation must be accompanied by all documentation produced during the report. If a collection is produced by a project resulting in a published report, a copy of that report must accompany the collection or be submitted when it is available. If there is no final report, a description of the project must be submitted with the collection. This description should include a list of personnel and institutions/companies involved, dates of field and laboratory work, a map and detailed description of the project area and site location, purpose of the project, methods used, and project results.

When a collection is the result of work made possible by permit, grant, or contract, a copy of such document must be included among the collections records.

Written materials such as field notes, laboratory records, correspondence, catalogues, etc. must be legible, clearly labeled, and well organized. In general, documents should be grouped together by subject. Each document folder or archival box must be labeled with the site number, project name, project date/year, and a description of its contents. The use of acid-free paper is recommended.

In addition to the above noted label requirements, computer printouts should be annotated with the name of the application program used. A key to any codes used must be included if such a key is necessary to understand the printout.

Maps, profiles, and drawings must be clearly marked with the site number, project name, subject (including provenience, if appropriate), date, and name of the cartographer or illustrator. In addition, all necessary keys, direction arrows, scales, etc. must be present to properly interpret the drawing. If such information is not part of the drawing it can be added in pencil to the obverse of the drawing. Table drafting should be used for maps and profiles to promote their longevity.

Photographic Materials

Photographic media should be submitted for curation as part of the supporting documentation. All slides, negatives, and prints should be placed in archival quality sleeves appropriate for long-term storage. Material such as acid-free papers, polyester (i.e. Mylar), triacetate, polypropylene, and polyethylene are acceptable materials. Do not use glassine envelopes, vinyl, or other plasticized sheets containing PVC's, nonacid-free papers, Kraft paper envelopes, rubber bands, paper clips, or pressure sensitive tapes.

Each storage sleeve or envelope should be labeled with the Smithsonian site number, date, project name, or other appropriate information. Contact sheets must accompany each set of negatives and should be labeled with the same information as the corresponding negative holder. Slide mounts should be labeled across the bottom with the site number (and catalogue number as appropriate). All photographic materials must be accompanied by a photographic record that is organized by roll and frame, identifying the photographer and any persons in the photograph, the subject and its provenience, the camera direction, and the date for each frame or slide. All materials must be self-indexed so that any individual item separated from the collection can be easily identified and restored to its proper place.

To enhance the longevity of the photographic record, black and white film should be used in preference to color slide or negative film. Custom processing should be used to minimize chemical deterioration of the image. Rapid film processing services use chemicals and procedures which shorten the potential life of photographic materials.

Automated Data

As stated above under Catalogue of Materials, all materials accepted for curation must be accompanied by a hard copy of the collection catalogue. All automated data (whether a catalogue or some other assemblage of data) submitted on a computer disk, diskette, or tape must be accompanied by a complete printout of all information contained on the computer media. In addition, each disk, diskette, or tape must be submitted with appropriate metadata that includes at a minimum the following: name and date of the project, researchers associated, Smithsonian site numbers, time period of data entry, and all software and hardware requirements for viewing the data.